Bika Wine is configured in the control panel, reached by clicking on the preferences link top right on the status bar

The Bika Configuration portlet appears in the left hand navigational column from where all set-up items can be reached

This function is only available to the lab manager

Bika control panel

All the menu functions are presented, and remain in the left navigation area while in the control panel

All the analytical services offered by your lab are added and listed here and editable to lab managers

Analysis services

Click on [add new analysis service] to add a new service, or click on the title of an existing service to edit it

The analysis service Description may be used to capture information visible to the lab staff and clients. Typically this is a description of the analysis method. Analysis services throughout the system are hyperlinked to pop-ups for clients and staff to look up this information

The Minimum value and Maximum value fields are used to determine whether a test result is out of range, and then highlighted in the analysis request and worksheet results

The VAT % defaults to the system default but may be edited

The FOSS Keyword is the name of the analysis in the .csv file of results exported by the Foss WineScan instrument and is used to match results with analyses. This name must be spelled exactly the same here and on the WineScan output

Maximum Hours Allowed is the time limit specified for this test to be concluded. When an analysis request exceeds this time limit, it is displayed in the late analyses pop-up

Titration Volume Required determines whether an analysis requires titration. For those analyses, the result may not be captured directly, but titration volume and titration factor are captured. The result is calculated as the product of these

Titration Volume Unit appears on the analysis request once the titration volume has been captured

Uncertainties The table of uncertainties is used to determine the measure of uncertainty for the analysis. These uncertainty values are shown throughout the system as +/- value, after the result

Bika settings define the default values specific to the Bika Wine installation

Bika settings menu

System defaults

Bika settings

System wide preferences are set here by the lab manager or system administrator

Password lifetime defines the number of days before  users’ passwords expire, requiring them to renew their passwords. A zero value implies passwords do not expire

Automatic log-off defines the number of minutes of inactivity before the system automatically logs the user off. A zero value implies automatic log-off is disabled

VAT percentage to be applied to services and products. The VAT may be changed per individual service, but this value sets the system default

Bika Wine generates serial numbers as new objects are created, e.g. analysis requests, worksheets, orders. The prefixes and formats for these serial numbers are defined in the Prefixes list. The prefix may include special characters, typically ‘-‘

Cultivars

These are the cultivars of the samples which are submitted. This list appears for selection when the cultivar is entered into an analysis request

Click on the laboratory information  link

The laboratory name is entered, and using the [next] button, the addresses, contact numbers and bank account details are entered

Check the Accredited checkbox if the laboratory has been accredited. This will cause the accreditation body logo to appear with its link to accreditation details, and indicate which analyses have been accredited. Accreditation body and certification details may be edited in the i18n Translation files

Laboratory details

Click on the [next] button to navigate to the address form

Laboratory address details

Enter the email address, then click on the [add] button to add up to four addresses

Laboratory address details

An address may be added for each of Physical address, Mailing address, Billing address and Shipping address. Select the type of address from the drop-down, and enter the address details. Repeat the address add procedure to add each type of address

Click on the [next] button to navigate to the Contact Numbers form

Laboratory contact numbers

Click on the [next] button to navigate to the bank account details form

Laboratory bank details

Email templates

Click on the links to view and edit the email templates

Excerpt of email template

Click on the |edit| tab to edit the template

Email template edit

Click on [save] to commit the changes

The products available for sale are defined in this area

Laboratory products

Click on a product title to edit. or [add new product] for product details

Edit product details

The VAT % defaults to the system defined value, but may be overridden here for this product

Users

From the site setup page, select Users and Groups Administration to register personnel and assign their roles. Note that client contacts are not registered here – they are accessed via the Clients option on the main menu

Create a new user by clicking [add new user] on the user overview page, or serach for an existing user

Find or add a user

[show all] Lists all users in the system

Users

Create a new user

Click on the [add new user] button to add a user

Enter the details in the fields, return to User/Group management and assign the required roles for that user. Once the user details have been registered an email is sent by the server to the user, so that the user can set his/her own password.

Note: This email must be answered within 24 hours.

Editing a user

Click on the user name on the list to view or modify user details

User properties edit

Enter the user details, and optionally load a portrait of the user

Groups and Roles

Click on the |group membership| tab to assign this user to a group
Roles determine the authorisation and functionality the user has within the system
The following roles are defined:

• member – all members of the portal are in the member group. Client contacts are typically only members of this group, and may view only their own company’s data

• labmanager – Bika setup functionality and all other functionality except system setup functions reserved to the system administrator

• labtechnician – analysts able to manage test results and worksheets

• labclerk – able to receive samples, submit analysis requests and manage product orders
• verifier –  permitted to verify and retract analysis requests and worksheets. This role must be combined with another role (e.g. labtechnician) to provide functional access to the system

• publisher –  permitted to publish and retract analysis requests. This role must be combined with another role (e.g. labtechnician) to provide functional access to the system

• manager

• owner

Groups are logical collections of users, such as departments and business units. Groups are then given roles, and users are assigned to groups. The users within the group inherit the functionality of the roles assigned to the group

Click on the |groups| tab from the main Users and Groups Administration  area to manage groups

Groups overview

To assign roles to groups, select the appropriate checkboxes and click the [apply changes] button

Click on the [add new group] button to add a group, or click on the group name to view or modify group properties

Group properties

Adding Users to Groups

Users may be added to groups in two ways: Edit the user, and select multiple groups they should join, or edit the group and add multiple users

Click on the |group membership| tab of the user properties form:

Group membership for user

The available groups are shown above, while the current groups to which this user belongs are shown below. Select the appropriate checkboxes and click on [add user to selected groups] to add the user. To cancel the user’s membership to the group select the appropriate checkbox from the Current Group Memberships list, and click on [remove selected groups]

To add multiple users to a group, click on the |group members| tab of the group properties form

Group membership

The available users are shown above, while the current group members are shown below. Select the appropriate checkboxes and click on [add selected users to this group] to add the user. To cancel the user’s membership to the group select the appropriate checkbox from the Current Group Members list, and click on [delete selected users]. Deleting a user does not remove the user from the system, it is only removed from this group